Operational Administrator in Beccles

Job description

Job responsibilities

• Assist with managing Operational Admin staff within the designated area on a day to day basis, ensuring professional, comprehensive admin support is provided at all times, notifying Operational Admin Team Lead if relocation of staff is required.
• Deputising for Operational Admin Team Lead as required; delegated duties to include ensuring daily duties are covered, redistributing as necessary, particularly in times of sickness.
• Assist in developing closer working relationships / shared working between co-located teams, travelling and working at other sites within the area as required.
• Complete appraisals and reviews for Operational Admin band 2 direct reports in a timely manner, ensuring staff are compliant with mandatory training, reporting any issues to the Operational Admin Lead.
• Regularly monitor dashboards to ensure that KPI's are met and all patients are seen as appropriate. Liaise with Operational Admin lead to highlight any issues in a timely manner to support patient treatment and provide additional training where necessary.
• To raise datix for any issues relating to KPI breaches, system / process failure, etc.
• Ensure sickness and annual leave records are kept up to date for clinical staff, reporting to Operational Admin Lead with any known / expected delays.
• Assist with regular reviews of processes and procedures; ensuring that tasks are completed in the most efficient way.
• Attend regular meetings with service leads or team leads as required to ensure support is provided for teams in the most appropriate way; advising of any process changes that would assist clinical teams.
• Attend regular team meetings, contributing is a positive manner.
• Ensure electronic self-certificates are completed in a timely manner so that sickness records are kept up to date.
• Ensure mandatory training is booked for all community staff, liasing with clinical teams to ensure services remain covered.
• To be responsible for training of new admin and clerical staff as necessary.
• To order stock, stationery, equipment as necessary. To be an authorised signatory for orders, travel claims, mileage, etc. To be involved in management of petty cash
• Any other duties, which may be required to ensure the efficient running of

All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word 'CARE'. These stand for: Compassion, Action, Respect and Everyone.

Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Person Specification

Qualifications

Essential

• NVQ Level 3 or equivalent (or working towards)

Desirable

• Formal Training in complaints / conflict management or equivalent

Experience

Essential

• Previous experience of dealing with patients in the NHS
• Previous experience of dealing with complaints
• Experience of conflict management

Desirable

• Previous experience of statistical analysis
• Mixture of secondary care / primary care experience in employment history

Additional Criteria

Essential

• SKILLS & KNOWLEDGE
• Knowledge of and proficient in the use of Microsoft word and Excel.
• Excellent IT Skills including email use of internet
• Excellent written and verbal communication skills
• Good organisational skills
• Ability to prioritise work
• Able to adopt a diplomatic approach
• Problem solving
• Aware of data protection and confidentiality
• PERSONAL ATTRIBUTES
• Superb communication and presentation skills. Ability to liaise with colleagues / clinicians / patients and members of public from all levels of the hierarchy in a professional manner.
• Self-motivated with the ability to see a job through to completion
• Able to plan and prioritise own workload
• Willingness to adapt personal role
• Excellent planning and organisational skills
• Able to work under pressure and to deadlines
• Able to deal with difficult conversations and conflict management
• Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).

Desirable

• SKILLS & KNOWLEDGE
• Knowledge of the NHS patient information systems.
• Presentation skills
• PERSONAL ATTRIBUTES
• Physical / mental capacity to concentrate for long periods.
• Physical and mental capacity to deal with frequent interruptions
• Empathetic
• Assertive
• Organised
• Flexible
• Able to work independently as well as within a team.
• Able to use own initiative
• Enthusiastic
• Professional
• Discreet

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

East Coast Community Healthcare CIC

Address

Beccles Hospital

St Mary's Road

Beccles

Suffolk

NR34 9NQ

United Kingdom

Employer's website

https://www.ecch.org/ (Opens in a new tab)